HRIS Records Coordinator (HRA 1) (Workday)

This is a hybrid position offering significant work-from-home flexibility. However, the ability to attend mandatory in-person meetings as needed in Salem, Oregon is a non-negotiable requirement. Any travel, food or lodging expenses will not be reimbursed.

The primary purpose of this position is to support the Oregon Health Authority by coordinating and processing a wide range of personnel transactions with a strong emphasis on managing allowances/differentials and complex compensation changes. This includes, but is not limited to, updates to base salaries, special pay types, job changes, and FLSA designations for more than 5,500 employees. The role ensures all personnel data is maintained accurately, timely, and fully compliant with federal and state regulations, Department of Administrative Services (DAS) rules, agency policies, and multiple Collective Bargaining Agreements.

This position serves as a subject-matter resource to HR staff and division representatives by consulting on complex personnel actions, interpreting policy and contract language, and coaching staff on correct procedures and HRIS workflows. The Coordinator performs a wide range of technical and confidential duties involving detailed data entry, personnel action processing, complex compensation changes, record auditing, research, troubleshooting, and problem solving to maintain data integrity and resolve discrepancies.

Working collaboratively across HR units and agency divisions, the role functions as a liaison to ensure consistent and efficient processing, support system enhancements, and contribute to ongoing process improvements that strengthen the accuracy, reliability, and effectiveness of the agency’s personnel record operations.

What We Are Looking For

Minimum Qualifications

These qualifications must be reflected in your application for consideration.

• A bachelor's degree in Human Resource Management, Organizational Behavior or Development, Business or Public Administration, the Applied Behavioral Sciences, Industrial Relations or a job-related course of study determined by the appointing authority; OR
• Valid Certification as a Professional in Human Resource awarded by the Human Resource Certification Institute, and one-year Human Resource experience; OR
• Three years Human Resource paraprofessional or technical-level experience.

The State Certified Human Resources Professional (SCHRP) certification, awarded by the Oregon Chief Human Resources Office, substitutes for six months of human resource professional-level experience.

Valid certification as a SHRM Certified Professional awarded by a nationally recognized organization substitutes for one year of human resource professional-level experience.

Valid certification as a PSHRA-CP from the Public Sector HR Association substitutes for one year of professional human resources experience.

Special Requirements

To be hired, you must have a criminal record and background check that meet OHA criteria at the time of hire and throughout employment.

Desired Attributes

The following are desired attributes that we have identified as key to success for this role at OHA. These are the attributes we are looking for in our top candidate.

Experience with:

1. Attention to Detail and Accuracy
   • Maintains precise and confidential records for over 5,500 employees.
   • Ensures all personnel actions comply with complex legal, contractual, and procedural requirements.
   • Verifies the accuracy of personnel actions, documentation, and HRIS data with a high level of thoroughness.
   • Identifies discrepancies or data inconsistencies and takes corrective action to support reliable recordkeeping.
2. Strong Knowledge of HR Policies and Regulations
   • Understands and applies rules from Collective Bargaining Agreements (CBAs), Department of Administrative Services (DAS), OHA, and state and federal law.
   • Provides informed consultation to employees, managers, administrative, and executive staff about complex HR policies and their impact to personnel.
   • Ensures personnel actions and records meet all applicable regulatory and contractual compliance requirements.
   • Responsible for monitoring policy, CBA and Workday integrations involving compensation changes, job changes, and merit increases to identify data mismatches, resolve payroll-related errors, and ensure smooth and accurate payroll runs.
3. Excellent Communication and Coaching Skills
   • Consults and communicates with staff on personnel actions and business processes.
   • Communicates clearly and diplomatically with employees at all levels.
   • Coaches staff on correct HRIS workflows, personnel procedures, and documentation requirements.
   • Provides guidance on navigating complex personnel actions and HR business processes.
   • Adjusts communication style to meet the needs of diverse audiences across the agency.
4. Analytical and Problem-Solving Skills
   • Conducts research and resolves complex personnel record issues or historical record discrepancies.
   • Applies logic and critical thinking to ensure policy compliance and data accuracy.
   • Troubleshoots system, data, and workflow challenges, identifying root causes and recommending solutions.
   • Assess records and processes to ensure alignment with HR policy, contract language, and regulatory standards.
   • Manages the full lifecycle of personnel records audits, including initial audit planning and creation, execution of audit activities, identification and correction of discrepancies, and continued monitoring and processing to ensure sustained data accuracy and compliance.
5. Collaborative and Team-Oriented Mindset
   • Works effectively with HR colleagues and division representatives.
   • Builds cooperative relationships across diverse teams and departments.
   • Supports teamwork by sharing knowledge, offering assistance, and contributing to a positive work environment.
   • Collaborates to ensure coordinated and efficient personnel record processing across units/divisions.
6. Technical Proficiency with HRIS and Recordkeeping Systems
   • Navigates and manages large-scale HRIS platforms confidently.
   • Processes personnel actions including complex allowance and other compensation related changes and maintains electronic records accurately and efficiently and maintains electronic records accurately and efficiently.
   • Adapts to new system enhancements or updates and participates in testing or workflow improvement activities.
   • Utilizes HRIS tools efficiently to manage high-volume transactions and uphold data integrity.
   • Responds to HRIS-related requests through both the Workday Case Management platform and email including reviewing, researching, and resolving questions about personnel transactions, system processes, and data accuracy, while providing clear, timely guidance to employees, managers, and HR partners.

Preference Statement

Preference may be given to candidates who possess the following job-related knowledge, skills, and abilities.

• Experience using Workday HRIS or comparable systems to process personnel actions, compensation changes, job changes, and high-volume record updates with accuracy and compliance.
• Strong background in HR records processing and auditing, including reconciling discrepancies and ensuring data integrity across large employee populations.
• Demonstrated ability to interpret and apply contracts, policies, and regulations, including resolving conflicting directives to determine correct processing requirements.
• Proficiency with Microsoft Office Suite, Teams, Smartsheet, and Excel for documentation, tracking, communication, and workflow management.
• Experience creating and maintaining job guides, SOPs, and process documentation, while managing competing priorities and high-volume workloads in a fast-paced HR environment.

Compensation and Benefits

Salary Range: $4,868 - $7,179

• Excellent, low-cost medical, vision, and dental coverage for you and your family.
• Optional benefits like life insurance, disability coverage, deferred compensation, and FSA options for health and childcare.
• Generous paid time off: 11 holidays, 3 personal days, monthly sick leave, and vacation accrual starting at 8 hours/month.
• Potential eligibility for the Public Service Loan Forgiveness Program.
• Retirement security through Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).
• Training and development opportunities to grow your career with the State of Oregon.

Additional Details

• This announcement is for one vacancy, full-time, permanent, management service, non-supervisory, and is not represented by a union, HRIS Records Coordinator position (Classification: Human Resources Analyst 1) in Salem, Oregon.
• This is a hybrid position.
• Employment is contingent upon a criminal records check that meets OHA criteria at the time of hire and throughout employment.
• The salary listed is the non-PERS qualifying range. If the successful candidate qualifies for PERS, the salary range will increase by 6.95%.
• This position does not provide visa sponsorship. Within three days of hire, you will be required to complete I-9 documentation and confirm authorization to work in the United States. OHA will use E-Verify to verify work authorization. If your employment eligibility depends on sponsorship now or in the future, you will not meet the requirements for this position.